Venue Booking Process

You should follow this process whenever:

• You want to use a campus building for ministry activity outside normal service/program use
  (e.g. worship practice at a different campus, leadership meetings, youth events, prayer nights, classes, camps).

• You want to host a private event as a church member
  (e.g. birthday, baby shower, engagement party).

• A community group or organisation wants to hire the building.

If you are unsure whether a booking is required, please check with bookings@centrepoint.church before proceeding.

1. Internal Ministry Use

For Centrepoint Church ministries (teams, departments, services, rehearsals, pastoral care gatherings, etc.)

• No fee applies

• Cleaning expectations apply

• Access/keys/alarm instructions still required

2. Church Member Events

For Centrepoint members for private events

• No hire fee for the building

• Cleaning fee applies (mandatory)

• Staff/Supervision costs may apply depending on size, access requirements, or use of specialised spaces (e.g. auditorium, tech booth)

3. External Hire

For outside organisations, charities, schools, community groups or private hires where the host is not a member

• Hire fee applies (per fee schedule)

• Cleaning fee applies

• Staff costs may apply

• Booking requires Campus Pastor approval

Make sure you have clarity on:

About the event

• Event name and description

• Purpose

• Campus involved

• Expected attendance

• Whether it is ministry, member, or external hire

Date & Time

• Date(s), bump-in/bump-out times

• Whether set-up or pack-down extensions are required

Spaces required

(e.g. auditorium, foyer, kitchen, kids rooms, outdoor areas)

Facilities required

• Sound/tech access

• Kitchen equipment

• Tables/chairs

Responsible Leader

Internal bookings: Team Leader / Ministry Leader / Campus Pastor

Member and external hire: Responsible person must be 25+ and present for duration

Submit a booking request form at least:

• 7 days before internal bookings

• 2–4 weeks before member events

• 4–6 weeks before external hire requests

Await confirmation

Do not assume the space is booked until written confirmation is received.

The Bookings Team will:

• Check availability

• Apply hire fees if relevant

• Confirm staffing/cleaning requirements

• Provide access instructions

Each campus has different access procedures.

You must follow the instructions in your confirmation email.

Bibra Lake & Narrogin

• Collect keys from lockbox (code provided upon confirmation)

• Keys must only be held by the responsible person

• Keep keys secure; do not duplicate or hand to others

Maddington – Digital Access

• Temporary entry access is issued via email

• You must provide a person’s full name, mobile and email address

• Access activates and expires according to booking times

• That person becomes responsible for door access

Alarm Codes (all buildings)

A code will be assigned to your booking and must not be shared with others.

Arming and Disarming

On arrival:

• Disarm alarm following emailed instructions

On exit:

• Check all people have left

• Turn off all the lights

• Turn off air-cons

• Check and lock all doors

• Arm the alarm and confirm panel light/beep acknowledgement

We want to return our facilities to a ministry-ready condition after every use.

Internal Ministry Use

Teams using facilities for ministry activities are responsible for basic clean-up and reset.

You must:

✔ Remove rubbish
✔ Return furniture to original layout
✔ Wipe benches and surfaces
✔ Leave bathrooms tidy
✔ Turn off lights, air-con, PA and screens
✔ Report any breakages or issues

Cleaning fees may apply for catered or mess-inducing activities.

Member Events & External Hire

For member and external bookings, a professional cleaner will always be booked.

Your booking confirmation will include cleaner cost and invoice/charge details

You are still responsible to:

✔ Remove rubbish
✔ Return furniture to original layout
✔ Wipe benches and surfaces
✔ Leave bathrooms tidy
✔ Turn off lights, air-con, PA and screens
✔ Report any breakages or issues

Any unreported damage or excessive mess may result in additional charges.

Internal ministry use — no hire fee

• Cleaning fees may apply for catered or mess-inducing activities.

Member events — free hire but costs apply

• Cleaning fee (mandatory)

• Staff access/tech supervision if needed

• Refundable bond at campus discretion

External hire

• Hire charge according to fee schedule

• Cleaning fee (mandatory)

• Staffing costs depending on access/tech

• Bond/security deposit

Campus Pastor approval is required for all external hire.

• Reset space to original condition

• Complete cleaning requirements

• Secure building

• Arm alarm

• Return keys (Bibra Lake/Narrogin) or notify completion (Maddington)

• Report any issues or concerns to facilities@centrepoint.church.